4: Electronic Mail

Question 1

Who can authorize the use of electronic mail for formal correspondence?

Answer 1

Activity Heads

Question 2

(T/F)

Activities are responsible for encouraging users to check their mailboxes at least twice a day.

Answer 2

True

Question 3

an “out of office” reply with a POC must be in place for an absence from the office of how many days?

Answer 3

3 business days

Question 4

When corresponding formally via electronic mail include:

Answer 4

DON correspondence formats:
Typed letterhead
SSIC, serial number, date,
signature authority

Question 5

(T/F)

“Respectfully” or “Very respectfully” is the only appropriate closing for correspondence within the DOD.

Answer 5

False.

also acceptable: “Sincerely yours”

Question 6

what should be typed in place of a signature?

Answer 6

/s/

Question 7

what general guidelines should be used for informal correspondence?

Answer 7

keep it brief, use good taste, observe traditional customs and courtesies.

Question 8

when sending PII via email, what precautions must be taken?

Answer 8

digitally signed / encrypted /

all recipients must have an official need to know / marked in accordance with SECNAVINST 5211.5E

Question 9

when can an email be considered an official record?

Answer 9

for the definition of an electronic record. Activities will control the creation, use, maintenance, and disposition of email records.

Question 10

2 established uses of digital signatures are

Answer 10

PKI (DoD Public Key Infrastructure)
Digital signature (for attachments)